Property Administrator (CRE)Zipdev • Oakland, CA, US
Property Administrator (CRE)
Zipdev • Oakland, CA, US
[job_card.variable_days_ago]
[job_preview.job_type]
- [job_card.full_time]
[job_card.job_description]Respond to all service requests coming in through Angus. Log and respond to tenant / owner requests that come in through channels outside. Angus while redirecting requestor to use the Angus platform (and entering work order in Angus). Follow up with any vendor they dispatch & notify team and tenants (all through Angus) real-time as dates are set and work progresses. Update work orders as necessary to reflect any changes to timeline or agreement. Review lease to identify the responsible party for the work order (tenant or owner) if unsure consult with REM. If responsible party is Owner, look for previous instance of the issue to identify vendor to use. If no previous instance exists, message REM for information on how to proceed. If tenant is the responsible party according to the lease, escalate to REM to notify tenant of their responsibility and suggest that IFS may be able to help them. Any work order requiring more than 24 hours to resolve needs to be entered into both Angus and Asana (Asana to provide follow up on all parts of comms, etc.) Initiate and follow up on all COI requests to tenants and vendors to ensure completion within 60 days of initial contact If COI is not received within 60 days escalate to REM. Assist Transaction Coordinator in the preparation of Proposals to Lease for existing tenant renewals. Confirm that each vendor has a current COI when communication begins When REM has approved, generate POs for vendors doing recurring services or projects over $2500 as per REM request Use original vendor proposal to generate PO Load the PO in DocuSign and send to the vendor and the REM for signatures Follow up with vendor to ensure that PO document is executed (signed) before work begins File the signed document in the appropriate folder so that the entire team has access Reach out to outside vendors to bid for any issues that our IFS team cannot service as requested by REM Secure new vendor bids as necessary; always confirm requirements and request proposals Review all service contracts for accuracy, confirm requirements / specifications and fees before sending to REM for final review and approval Coordinate vendors for projects and initiate follow up / confirmation from REM to ensure all work was completed satisfactorily and on time before payment is approved Notify all tenants of any projects being done onsite that may affect their day-to-day operations Update and maintain all vendor and tenant files and databases (Asana, SyncedTool, Yardi, etc.) Maintain hygiene in RES shared files Maintain hygiene in Angus by making sure all work orders are closed out each week Follow up with any missing or incomplete information from tenants and vendors regularly until complete or escalate any tasks that you are unable to complete to your manager in a timely manner Manage and execute list provided by REM generated from monthly property inspection walkthroughs Assist REM with ensuring all other inspections are completed in a timely manner Assist REM with all property related audits and filings Assist REM with getting all corrective items addressed Ensure that all Property info sheets & Accounting Information in asana are complete and up to date Ensure that all new tenants moving in fill out 'Tenant Emergency Directive' and add these to Asana Ensure that each new tenant checklist is complete and signed off by REM before filing (where) Each time we get a new vendor, check to see if they are in Asana and get updated information if any Complete quarterly updates of Asana Directories as directed by REM Recommend relocation of unnecessary property documents from the shared files to archive location Responsible for initiating and following through with all communication through completion of task or project (Generally, until appropriate information is received, recorded and / or resolved) Respond to, manage, and resolve all incoming emails, phone calls and work orders each day within 24 hours Internal comms = same day External comms = 24 hours Manage handoffs or escalations of requests or tasks that you cannot fulfill or complete Devotes constant attention to building and improving relationships with all tenants and vendors in order to : Provide accurate, timely and complete reports and information to the REM Be an effective liaison between tenants, vendors, and Intersection Retain our current tenants, vendors, and clients Generate referrals from our tenants, vendors, and clients Improve understanding of all our systems, processes, and communication requirements Continually monitor the status of the property Always respond to all phone calls or texts when received outside of working hours (8x8 app is provided) and escalate to the appropriate person (1 Nicole, 2 Ali, 3 Mark) using the Emergency Information in Asana Communicate directly with Intersection's Accounting, Facility Services and Real Estate Services teams as needed and coordinate information to ensure that tasks and activities are completed on time Assist Real Estate Services team members with projects and tasks as needed Assist REM with completing Property Takeover List and Property Exit List Prepares security deposit statement forms for approval of REM Compiles data for annual Common Area Maintenance Reconciliation for review by Sr. PA Prepares draft CPI increase letters for review by REM and Accounting staff Prepares annual property tax bill-back for review by REM Delivers any lawsuit filed against the REM or Intersection directly to REM / Executive Director Prepare monthly Operating Statements for REM review including : Updating cover page on report Updating financial summary under overview Update aging detail amounts Assists REM with Monthly Income Variance Reports Prepares lease abstracts to be input into Yardi by Accounting staff
Property Administrator
Our Property Administrators ensure that our tenants and vendors have a great experience and feel supported, heard, and responded to as part of the Intersection family and on behalf of the property owners. Our Property Administrator (PA) is the first point of contact for Intersection's commercial tenants and vendors, fielding incoming communications via phone, text and email and Angus, responding or routing to the appropriate person. PAs coordinate all work orders and manage communication between tenants, Intersection, and vendors, ensuring that work is completed thoroughly and on time.
The maintenance and hygiene of all digital files and information databases in Asana, One Drive, SyncedTool, Yardi and others is part of the day-to-day responsibility for a PA. PAs also assist the REM and REM with reports, letters and other communication for clients, tenants, and vendors.
Responsibilities
Tenant Management
- Maintain excellent communication and build relationships with team members, tenants, and vendors in order to :
- Receive excellent annual Tenant / Owner Survey results
- Lower turnover and achieve higher renewal rates
- Fix problems before they arise, exceeding tenant and owner expectations
- Maintain or exceed Intersection property standards
Angus / Work Orders
COIs
Vendor Management
Purchase Orders
Other
File & Database Hygiene
Communication Standards Requirements
Administration
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